Administrative Assistant, Park Ops Planning & Analysis

Closing Date: 11/22/2024

Job Summary

Reporting to the Manager, Operational Planning and Analysis, Park Operations, the successful candidate will be responsible for providing timely and accurate administrative and clerical support. Using advanced computer skills and strong organizational abilities, the successful candidate will provide assistance in the efficient day-to-day operation of the Parks and Forestry Operations Teams.

• Prepare correspondence, spreadsheets, presentations and reports in accordance with corporate standards;
• Respond to internal and external client inquiries in a timely manner and provide follow-up;
• Conduct research to support appropriate follow-up as required;
• Perform all administrative duties including but not limited to: mail distribution, office supplies inventory, print/fax, courier;
• Prepare minutes of meetings and action items;
• Provide financial administrative support for processing invoices and expense claims;
• Maintain files, documents and manuals, and archival records;
• Responsible for accepting payments, following cash handling policies and procedures and POS reconciliation;
• Input high quality data for permits, service requests and work orders into central databases;
• Responsible for tracking Mayor and Councillor requests;
• Provides customer service front counter support and support to operational staff;
• Provides backup and support for other Administrative Assistants;
• Perform other related duties as assigned.

• Post-secondary education in business administration; with a minimum two (2) years of progressive office administration experience or an equivalent combination of education and experience;
• Knowledge of Omni-Rim, Infor, SAP systems, SharePoint, Agenda Management System and MAX systems is preferred;
• Cash handling and POS experience an asset;
• Excellent computer skills with proficiency in Microsoft Office (Word, Excel PowerPoint, Outlook);
• Strong verbal and written communication skills are required; experience preparing reports and professional correspondence;
• Ability to demonstrate a high level of tact and diplomacy when dealing with clients, external agencies, Councillors, senior management, different levels of government, etc.;
• Ability to think critically and problem solve;
• Excellent attention to detail with strong planning and organization ability to accomplish a variety of tasks, at times with conflicting priorities and timelines;
• Strong customer service and people management skills;
• Proven team player with ability to manage conflict and effectively deal with difficult situations;
• Ability to maintain a high level of confidentiality;
• Must work effectively with minimal direction and within a team setting.

Non-Union/Union: Non Union

We thank all who apply, however, only those candidates selected for an interview will be contacted. You can also check your application status in your candidate profile online.

All personal information is collected under the authority of the Municipal Act.

Equity, Diversity and Inclusion

The City of Mississauga is committed to creating a respectful and supportive workplace that fosters a culture of equity, diversity and inclusion which broadly reflects the communities and residents we serve. Throughout the employee life cycle, the City is working to include an EDI lens to attract, retain and support the growth of diverse talent.

Learn more about the City’s commitment to Equity, Diversity and Inclusion.

Accommodations

The City of Mississauga is an Equal Opportunity Employer and is committed to removing barriers in our selection process for people with visible and invisible disabilities. In accordance with the Accessibility for Ontarians with Disabilities Act, 2005 and the Ontario Human Rights Code, the City of Mississauga will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities.

If selected to participate in the recruitment, selection and/or assessment process, please inform Human Resources of the nature of any accommodation(s) that you may require in respect of any materials or processes used to ensure your equal participation.